File #: 24-1334   
Status: Agenda Ready
In control: PUBLIC WORKS DEPARTMENT
Agenda Date: 11/12/2024 Final action:
Title: MOTION TO AWARD open-end contract to single bidder, Broward Fire Equipment & Service, Inc., for Group 2 for Fire Suppression System Inspection, Maintenance, and Repair Services, Bid No. BLD2128306B1, for the Facilities Management Division, in the initial one-year estimated amount of $182,850, which includes a total allowance in the annual amount of $11,000; and authorize the Director of Purchasing to renew the contract for four one-year periods, for a five-year estimated amount of $914,250.
Attachments: 1. Exhibit 1 - Bid Tabulation, 2. Exhibit 2 - OESBD Memorandum dated April 1, 2024, 3. Exhibit 3 - User Concurrence Memorandum signed August 28, 2024, 4. Exhibit 4 - Price Analysis
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Broward County Commission Regular Meeting                               

Director's Name:  George Tablack

Department:                       Finance and Administrative Services                     Division: Purchasing

 

Information

Requested Action

title

MOTION TO AWARD open-end contract to single bidder, Broward Fire Equipment & Service, Inc., for Group 2 for Fire Suppression System Inspection, Maintenance, and Repair Services, Bid No. BLD2128306B1, for the Facilities Management Division, in the initial one-year estimated amount of $182,850, which includes a total allowance in the annual amount of $11,000; and authorize the Director of Purchasing to renew the contract for four one-year periods, for a five-year estimated amount of $914,250.

 

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Why Action is Necessary

In accordance with Broward County Procurement Code Section 21.47, Award and Execution Authority, Board approval is required for awards with a value of more than $500,000, inclusive of the value of any renewals or extensions provided for in the contract, that include a single bidder, rejection of apparent low bidder, protested award, or pulls from the Board regarding the intended award.

 

What Action Accomplishes

Provides fire suppression system inspection, maintenance, and repair services for the Facilities Management Division.

 

Goal Related Icon(s)

County Commission

Go Green

MAP Broward

 

Previous Action Taken

None.

 

Summary Explanation/Background

THE PURCHASING DIVISION AND THE PUBLIC WORKS DEPARTMENT/FACILITIES MANAGEMENT DIVISION RECOMMEND APPROVAL OF THE ABOVE MOTION.

 

The Office of Economic and Small Business Development (OESBD) determined that no County Business Enterprise (CBE) participation goal should apply to this solicitation based on its review of the products and services requested and availability of CBE firms to perform the services.

 

Broward County Code of Ordinances Section 1-81.3(a), CBE goals and reserves, provides for the setting of a CBE goal of at least 25% unless the Board or the County Administrator (under limited circumstances) approves a different goal, or no goal based upon a written determination by the Director of the Office of Economic and Small Business Development (OESBD). The Board’s approval of this item will result in no CBE goal being set for the applicable agreement consistent with the written determination provided by the Director of OESBD (Exhibit 2).

 

This contract provides for fire suppression system inspection, maintenance, and repair services for the Facilities Management Division (Group 2).

 

The contract identifies allowances in the total amount of $11,000 for the initial term for Group 2. Expenditures under the allowances must be approved by the Contract Administrator and will be reimbursed at the vendor’s actual cost without mark-up (Exhibit 1).

 

The Facilities Management Division has reviewed the single bidder for Group 2, Broward Fire Equipment & Service, Inc., and concurs with the recommendation for award (Exhibit 3). No County vendor performance evaluations have been completed for Broward Fire Equipment & Service, Inc.

 

The Purchasing Division reviewed the prices submitted by Broward Fire Equipment & Service, Inc. and has determined that the prices submitted are fair and reasonable in comparison to a previous Broward County contract for these same services (Exhibit 4).

 

The bid was advertised on June 21, 2024 and opened on July 26, 2024; two bids were received for Group 1 and one bid was received for Group 2 with no declinations (Exhibit 1).

 

As this was a single bid response for Group 2, a Recommendation for Award is not required to be posted to the Purchasing Division website.

 

The contract consists of the County’s solicitation and the vendor’s response.

 

The initial contract period begins on date of award.

 

No award will be made for Group 1, fire suppression system inspection, maintenance, and repair services for Broward County Aviation Department (BCAD). The Director of Purchasing determined Polaris Fire Protection (Polaris) non-responsive for not bidding on all required line items within a group, as required by the solicitation. BCAD reviewed Advanced System, Inc. (ASI) and did not concur to award because ASI submitted deviations, exceptions, and exclusions to the specifications and requirements for Group 1; therefore, the Director of Purchasing determined ASI non-responsive. The Director of Purchasing rejected all bids for Group 1 (for BCAD). The bid will be re-solicited for BCAD locations.

 

Source of Additional Information

Robert E. Gleason, Director, Purchasing Division, 954-357-6070

 

Fiscal Impact

Fiscal Impact/Cost Summary

The open-end contract has a not-to-exceed amount of $914,250 over a potential five-year period. The funds estimated for the current fiscal year are included in the current fiscal year budget.

 

Requisition No. FMD0025592